Executive Assistant

Lead Advisor is a wealth management recruiting and consulting firm. This role is for one of our clients, a wealth management firm located in Chicago.

General Description

The ideal Executive Assistant candidate will play a crucial role in enhancing the efficiency and effectiveness of financial advisors' time. The primary mission of the advisors and the firm is to engage with qualified prospective clients and deliver exceptional financial plans to help our clients reach their financial goals while providing excellent service. Key responsibilities include managing an ideal calendar for advisors and relieving them of tasks that can be handled by the Executive Assistant, enabling advisors to concentrate on their core duties.

Responsibilities

Calendar Management:

- Maintain and manage executive schedules, including travel and conference arrangements.

- Exhibit ownership in managing extremely active calendars for Partners.

- Manage scheduling with service providers to ensure all calendars align with Partners' preferences.

Communication and Coordination:

- Handle internal and external communication, task completion, and follow-up with impeccable attention to detail.

- Monitor and respond to incoming correspondence and phone calls, maintaining discretion and confidentiality.

- Communicate professionally with individuals at all levels of the organization, both verbally and through concise emails.

Logistics and Event Coordination:

- Coordinate logistics for meetings, events, and offsite conferences.

- Assist with preparation of presentations and other materials.

- Ensure catering and transportation are arranged.

Project Management:

- Lead, coordinate, and execute internal ad hoc projects and reports as requested.

- Build and maintain strong relationships with key partners such as other administrative assistants.

Backup Support :

- Ensure time away is managed proactively and backup support is secured.

- Provide backup support for executives, working closely with executives' assistants to ensure seamless coverage.

Skills

- Ability to work in a fast-paced environment.

- Ability to lead and influence without having positional authority.

- Strong team-orientation, interpersonal skills, and proven ability to develop strong client relationships.

- Excellent written and verbal communication skills.

- Strong proficiency with Microsoft Project, PowerPoint, and Excel.

- Exceptional interpersonal skills: enthusiastic, self-motivated, calm, and effective under pressure; highly collaborative and team-oriented.

- Ability to function in a fast-paced environment; can adeptly handle ambiguity.

- Forward-thinking and demonstrates confidentiality and strong judgment in all situations.

- Strong time management and attention to detail.

- Flexibility for overtime, depending on the workload.

Minimum Requirements

- Undergraduate degree, ideally in Communication or Marketing.

- 3+ years in a role with similar functions.

• This role demands a dynamic individual with the capacity to adapt to changing priorities and the ability to maintain a high level of professionalism and confidentiality. If you are enthusiastic, proactive, and thrive in a collaborative environment, we encourage you to apply.